Who we are

Our website address is: https://hatchevent.com. HatchEvent is a digital event–planning and vendor–matching platform designed to help Event Organisers (as defined below) and Vendors (as defined below) connect securely and efficiently.

Other terms used in herein shall have the meanings given to them in the Personal Data Protection Act 2012 (“PDPA”) (where the context so permits).

What Personal Data we collect

1. When users create an account, we collect the information required to provide our services. Users can include event organisers (“Event Organisers”) or vendors that can provide services to the Event Organisers (“Vendors”).

2. Event Organisers (which can include both corporate and individual Event Organisers) may provide their name, email, mobile number, gender, country of residence, and optional details such as address or special dates. Corporate Event Organisers may also provide company details. Vendors (which can include both corporate and individual Vendors) may provide business information such as entity name, website, contact details, service categories, media uploads, and membership preferences.

3. Whenever you log into your account, we also collect technical Personal Data such as IP address, browser type, device information, and interaction logs to improve platform security and performance. For more information on the other Personal Data that we may collect from you when you browse our website, please refer to our Cookie Policy.

Personal Data that you share with us

4. Please note that any Personal Data that you upload to our website such as the vendor profile or event pages may be viewed or downloaded by other users of the website depending on your listing visibility.

5. Accordingly, please take note of the following:

(a) if you upload images or videos to your vendor profile or event pages, you should avoid uploading media that contains embedded location Personal Data (EXIF GPS);

(b) you should avoid uploading images or audio recordings of other individuals unless you have already obtained their consent for the use of such images and audio;

(c) you should avoid uploading images or videos of children unless you have the consent of their parent or guardian.

Collection, use and disclosure of Personal Data

6. We generally do not collect your Personal Data unless (a) it is provided to us voluntarily by you directly or via a third party who has been duly authorised by you to disclose your Personal Data to us (your “authorised representative”) after (i) you (or your authorised representative) have been notified of the purposes for which the Personal Data is collected, and (ii) you (or your authorised representative) have provided written consent to the collection and usage of your Personal Data for those purposes, or (b) collection and use of Personal Data without consent is permitted or required by the PDPA or other laws. We shall seek your consent before collecting any additional Personal Data and before using your Personal Data for a purpose which has not been notified to you (except where permitted or authorised by law).

7. We may collect and use your Personal Data for any or all of the following purposes:

(a) performing obligations in the course of or in connection with our provision of the goods and/or services requested by you;

(b) verifying your identity;

(c) responding to, handling, and processing queries, requests, applications, complaints, and feedback from you;

(d) managing your relationship with us;

(e) processing payment or credit transactions;

(f) any other purposes for which you have provided the information;

(g) transmitting to any unaffiliated third parties including our third-party service providers and agents who process, on our behalf, any payments you make to us, and relevant governmental and/or regulatory authorities, whether in Singapore or abroad, for the aforementioned purposes; and

(h) any other incidental business purposes related to or in connection with the above.

Who we share your Personal Data with

8. We share your Personal Data only when necessary to perform the obligations in the course of or in connection with our provision of our services to you. For example:

(a) Event Organisers sharing request for proposals (“RFPs”) will have their event details shared with matched Vendors;

(b) Your Personal Data may be processed through automated fraud and spam detection services, payment verification systems, and security tools;

(c) Vendors submitting quotations will have their company information shared with the Event Organisers; and

(d) Vendors may elect to pay for a request for proposal lead (“RFP Lead”) in order to obtain more information about the event, which would better allow the Vendors to tailor their services to the event and improve the efficiency and quality of the services. Without prejudice to the generality of the foregoing, when an RFP Lead of the relevant event is purchased by the Vendor, HatchEvent may disclose information of Event Organisers to Vendors, such as the name, email address, and telephone number of the Event Organiser, as well as the date and time of the relevant event.

9. We also share information with third-party providers, agents, and other organisations we have engaged to perform any of the functions with reference to the abovementioned purposes set out in paragraph 7 above. For example, we may disclose your financial Personal Data to Stripe for the processing of your payments to us, SMS/Email gateways for OTP and notifications, hosting providers, analytics services, and security tools like reCAPTCHA.

10. We do not sell or rent your Personal Data to any third party.

Reliance on legitimate interests exception

11. [insert if there are processing of Personal Data based on legitimate interests, for example, processing of Personal Data to ensure detection and prevention of misuse of services]

How long we retain your Personal Data

12. For registered users, we retain the personal information provided in your profile for as long as your account remains active. Transaction Personal Data, invoices, RFPs, quotations, and membership records may be kept for compliance with regulatory or financial reporting laws. Vendor uploads and listing content remain stored until deleted or replaced by the user.

13. We will cease to retain your Personal Data, or remove the means by which the Personal Data can be associated with you, as soon as it is reasonable to assume that such retention no longer serves the purpose for which the Personal Data was collected, and is no longer necessary for legal or business purposes.

What rights you have over your Personal Data

14. If you wish to make (a) an access request for access to a copy of the Personal Data which we hold about you or information about the ways in which we use or disclose your Personal Data, or (b) a correction request to correct or update any of your Personal Data which we hold about you, you may submit your request via email to our Data Protection Officer at the contact details provided below.

15. Please note that a reasonable fee may be charged for an access request. If so, we will inform you of the fee before processing your request.

16. We will respond to your request as soon as reasonably possible. In general, our response will be within thirty (30) business days. Should we not be able to respond to your request within thirty (30) days after receiving your request, we will inform you in writing within thirty (30) days of the time by which we will be able to respond to your request. If we are unable to provide you with any Personal Data or to make a correction requested by you, we shall generally inform you of the reasons why we are unable to do so (except where we are not required to do so under the PDPA).

17. If we agree to your request for access to information, we may share the information with you via an exported file of the Personal Data we hold about you, including any information you have provided through registration, RFPs, quotations, or account activity.

18. If there is a requirement to update your Personal Data to ensure that it remains accurate, you can edit most of your account information directly on the dashboard at any time.

Accuracy of your Personal Data

19. We generally rely on Personal Data provided by you (or your authorised representative). In order to ensure that your Personal Data is current, complete and accurate, please update your own Personal Data through the dashboard that you have access to when you log into your account.

Where your Personal Data is sent

20. RFP-related Personal Data is shared only with selected vendors, while vendor quotation Personal Data is shared only with the requesting Event Organiser.

How we protect your Personal Data

21. To safeguard your Personal Data from unauthorised access, collection, use, disclosure, copying, modification, disposal or similar risks, we have introduced appropriate administrative, physical, and technical measures such as password encryption, two-factor authentication for admin accounts, secure hosting infrastructure, and strict access controls to protect your Personal Data.

22. All sensitive actions, such as vendor verification or membership changes, are logged for security and accountability.

23. You should be aware, however, that no method of transmission over the Internet or method of electronic storage is completely secure. While security cannot be guaranteed, we strive to protect the security of your information and are constantly reviewing and enhancing our information security measures.

Your consent

24. By registering on HatchEvent and providing your Personal Data as requested, you consent to the collection, use, and disclosure of your information in accordance with this notice.

25. Consent is stored within your user account. The consent that you provide for the collection, use, and disclosure of your Personal Data will remain valid until such time it is being withdrawn by you in writing.

26. You may withdraw consent and request us to stop collecting, using, and/or disclosing your Personal Data for any or all of the purposes listed above by submitting your request via email to our Data Protection Officer at the contact details provided below. Consent may also be withdrawn by deleting your account.

27. Whilst we respect your decision to withdraw your consent, please note that depending on the nature and scope of your request, we may not be in a position to continue providing our services to you and we shall, in such circumstances, notify you before completing the processing of your request. Should you decide to cancel your withdrawal of consent, please inform us via email in the manner described in the prior paragraph.

28. Please note that withdrawing consent does not affect our right to continue to collect, use, and disclose Personal Data where such collection, use, and disclose without consent is permitted or required under applicable laws.

Contact information

29. If you have privacy concerns or wish to make a Personal Data request, please contact us at joni.wong@hatchevent.com.

Effect of notice and changes to notice

30. This Notice applies in conjunction with any other notices, contractual clauses, and consent clauses that apply in relation to the collection, use, and disclosure of your Personal Data by us.

31. We may revise this Notice from time to time without any prior notice. You may determine if any such revision has taken place by referring to the date on which this Notice was last updated. Your continued use of our services constitutes your acknowledgement and acceptance of such changes.

Effective date: 01/03/2026

Last updated: 01/03/2026